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Add TOIL hours and book time off in lieu in HR

Ciphr Academy
Updated
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This guide explains how to add the TOIL hours you’ve earned, for example for working extra hours or a bank holiday, and how to book time off using them.

Time Off In Lieu (TOIL) is recorded as an absence in HR. Initially the time accrued has to be recorded under the absence code of TOIL Accrued and there is a TOIL Taken reason to book the time off against.

Note: TOIL is recorded in hours.

 

Contents

Add TOIL hours you’ve earned

  • Go to Holidays & Absence > Book & View Time Off
  • Click Insert New Record
  • From the Absence Reason click TOIL Accrued
    • If you can’t see this option, your organisation may not use it. Contact your HR team.
TOIL absence reasons
  • Record the Absence Start and Absence End dates
  • Enter the Start and End time on each day that was accrued, then click the clock icon to recalculate the Hours
⚠ Important: If you don’t click the clock icon, a full day may be recorded instead of the hours you worked. Check the Days and Hours are correct before you continue.
  • Click Insert
  • The absence record will be displayed with the number of TOIL Accrued hours and will also be visible in the summary

Absence details showing TOIL hours, and balance in summary chart

 

Book time off using your TOIL hours

  • Go to Holidays & Absence > Book & View Time Off
  • Click Insert New Record
  • From the Absence Reason click TOIL Taken
    • If you can’t see this option, your organisation may not use it. Contact your HR team.
  • Record the Absence Start and Absence End dates
  • Enter the Start and End time on each day that was taken, then click the clock icon to recalculate the Hours
⚠ Important: If you don’t click the clock icon, a full day may be recorded instead of the hours you're taking. Check the Days and Hours are correct before you continue.
  • Click Insert
  • The absence record will be displayed with the number of TOIL Taken hours and will also be visible in the summary
Absence summary showing TOIL Accrued and TOIL Taken

Updated TOIL Balance in summary chart

 

Note: Dependent on your role security and verification settings the TOIL Accrual and Taken may be submitted for verification.


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